AI & Data Notice
Last updated: May 19, 2026
1. Operator
HuddleRoutine is operated by Vermilion Holdings LLC, an Arizona limited liability company.
2. Voice Recording
When you submit a voice response during a huddle, solo practice, or readiness check, your audio is uploaded to our private storage, transcribed by AI, and scored. After successful transcription and scoring, the underlying audio file is deleted from storage; the transcript, AI score, and structured feedback are retained. If transcription or scoring fails, the audio may be temporarily retained for retry or debugging. Reps see a notice before recording; managers and team administrators are responsible for telling participants and for obtaining any consent required by federal, state, or local law (including state two-party audio consent rules).
3. Transcription & Scoring
Audio is transcribed using OpenAI speech-to-text models. Transcripts are then scored by an OpenAI language model against a coaching rubric. Outputs include a numeric score, a structured rubric breakdown, a strength, a weakness, and a suggested improvement. AI outputs may be inaccurate, incomplete, or biased.
4. Coaching Aid Only — Not Employment Evaluation
Scores, rankings, summaries, suggested answers, and “readiness” outcomes are coaching aids. They are not objective measures of skill, not employment determinations, and not training, sales-performance, or compliance certifications. They must not be used as the sole basis for hiring, firing, discipline, compensation, promotion, scheduling, or other employment decisions. They are not guarantees of sales outcomes or customer behavior.
5. Synthetic Scenario Audio (Text-to-Speech)
Customer objection and scenario voices played to reps are AI text-to-speech generated from scenario text using a single configured voice (ElevenLabs). They are not recordings of any real person, are not designed to impersonate or clone any specific individual's voice, and are not derived from voice samples we collected. Audio for an approved scenario is generated once, cached, and reused on later practice attempts.
6. Manager & Team Visibility
Managers and team owners can see live huddle submissions, transcripts, AI scores, coaching feedback, readiness check attempts, and team-wide summaries for people on their team. Reps can see only their own submissions and feedback (and the team-level focus or benchmark a manager publishes). Reps do not see each other's individual scores.
7. Sensitive Data
Do not include sensitive personal information in your recordings, typed answers, or scenarios — including Social Security numbers, government ID numbers, payment card data, financial account numbers, health information, real customer details, or any other data your organization treats as confidential. HuddleRoutine is for practice content only and is not intended for real customer-call recording.
8. AI Providers
We currently use OpenAI for transcription and scoring, and ElevenLabs for synthetic scenario text-to-speech. Your audio, transcripts, and scenario text are processed by these providers on our behalf so we can give you the features you use.
9. Contact
Vermilion Holdings LLC, Arizona, USA. For questions about this notice, email [email protected].